Associate Registrar for Exams and Grades - Georgetown University Law Center
Associate Registrar for Exams and Grades - Georgetown University Law Center
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The Associate Registrar has direct responsibility for the administration of academic policies related to exams and grades - overseeing the exam administration and grades processing activities, advising faculty exam and grading policies and processes, and enhancing existing procedures and services to address emerging needs of the law Center community. S/he works with the Registrars to develop and implement policies to meet the goals and mission of the law Center, and shares responsibility for ensuring that students have met all University and American Bar Association requirements through advising and regular monitoring of their academic progress. Reporting to the Assistant Dean and Registrar, and directly supervising Exams and Grades team members, the Associate Registrar has duties that include but are not limited to:
Exam Number Creation
Creates the anonymous blind grading Exam Number in Banner for each student taking a Law Center exam
Final Exam Administration
- Oversees the exam administration of more than 10,000 final exams per semester.
- Communicates with professors throughout the semester regarding their plans for their exams.
- Provides guidance to professors about appropriate format, length, etc., for their exams.
- Answers questions about laptop exams for professors who are deciding whether to allow students to use them for their exams.
- Serves as a liaison between students and faculty members for exam issues.
- Clarifies format questions, materials to be used, and specific rules for take-home exams.
- Resolves questions raised by students and/or proctors during examination administration, which may involve calling professors for clarification and making announcements in exam rooms.
- Oversees the supervision of 50-70 proctors each semester.
- Reviews exams received by professors for formatting compliance.
- Communicates laptop usage information to students at Jeast 24-hours prior to the original exam administration, as well as take-home instructions to first-year students at least 24-hours prior to the original exam administration.
- Serves as liaison between the Office of the Registrar and the technical teams at the Law Center and on main campus In Identifying and Implementing software, applications, and systems in support of exam administration and grades processing.
- Oversees the interaction between the Exam and Grades Team and the Director of Disability Services, who determines students' specific accommodations, and during the exam period provides the Director of Disability Services with exam materials and rooms.
- Oversees the coordination of various aspects of the exam administration between the Exam and Grades Team, and the Director of Disability Services In order to ensure that all students have access to all exam updates/errata.
- Maintains the integrity of the anonymous grading system by ensuring that there is no Indication to faculty that exam accommodations were made, whenever possible, by having these exams delivered to professors with the rest of the students' exams.
- Works closely with exam printers, providing special instructions for the handling of accommodated exams.
- If necessary, informs professors of late-arriving exams without indicating the reason for the delay.
Mini-course and Special Exam Administrations
- Consults with the Offices of JD Academic Services and Graduate Programs in determining appropriate dates for mini-course exams in order to accommodate the professors' teaching schedules, to ease administration, and to avoid conflicts for students enrolled in other courses.
- In conjunction with the Assistant Dean and Registrar and the Legal Practice faculty, coordinates the exam needs for the first-year course in Legal Practice, involving more than 600 students and 12 to 14 full-time/visiting faculty members.
- In collaboration with the chair of the Legal Practice faculty, determines appropriate dates and times for In-class and take-home exams, keeping in mind any obvious course or external conflicts.
- Coordinates with Exam and Grades Team to ensure every student has taken/submitted an exam, as applicable.
- Refers students with outstanding exam Issues to Registration and Commencement Team for follow-up.
Exam Conflict and Exam Relief
- Oversees the Exam and Grades Team in the administration of the faculty-approved Exam Relief Policy. Oversees the exam relief requests for rescheduling purposes from approximately 500·700 students per semester.
- Responds to any student complaints regarding his/her exam schedule.
- In conjunction with the Assistant Dean and Registrar, approves exam deferral requests which may fall outside the published Exam Relief Policy.
- Oversees any changes to exam schedules and numbers of rescheduled exams for the purposes of room and proctor availability.
Exam Review Process
- Oversees the Exam Review Process administered by the Exams and Grades Team. The ABA requires that law schools keep exams on file for one year unless they are returned to the student.
- Maintains oversight of an organizational system for logging in and storing the exams, papers, and feedback in such a way that student requests to review their examinations may be processed in a timely and efficient manner - including the tracking 8,000 exams in 150 different courses, as well as seminar papers, ensuring that all logs referred to by the students are up· to-date and accurate, collecting requests, sometimes as many as 250 per day, pulling exams and filling them at a designated location for student pickup.
- Oversees the appropriate faculty interactions in securing final exams and/or papers for distribution to students.
- Maintains oversight of the new exam system, Exam.
- Maintains, tests, researches improvements to exam policies and exam system Implementation.
- In collaboration with 1ST, and vets potential third-party exam systems specifically designed for law school exams, as needed.
- When necessary, updates policies, documentation, and related communications.
Management of Grades Processing Accuracy
- Interacts with 100+ fulltime and 700+ adjunct faculty, many of whom are unfamiliar with the process, to gather 20,000 grades per year. Applying accuracy, diplomacy and problem solving abilities, as well as attention to detail and extensive knowledge of academic policy
- Provides grading guidance to faculty and serves as first point of appeal for students who wish to challenge the validity of their grades.
- Ensures accurate and timely recording of grades so that the office staff and students are kept up to date regarding grades that remain outstanding and withdrawals that may occur; and tracks and follows up of grades that are not reported (NR's); in progress (IP); and continues clinic credit and subsection throughout the year.
- Ensuring that all grade sanctions and faculty-approved grading penalties are recorded in a timely manner for reporting to the Ethics Counsel and the Chair of the Professional Responsibility Committee at the end of each semester.
- Reviews the grade submissions by faculty, ensuring adherence to the grade curve, and - when necessary - escalates to the respective Associate Dean (for J.D. and Graduate Programs), who approves or denies the posting of the grade submissions.
- Collaborates with the JD and Graduate deans regarding moving the grades deadline(s) to an earlier date than in the prior year; and notifies faculty about the grades deadlines for each academic term.
- Implements the Law Center's Pass/Fail Option for each academic term.
- Serves in an advisory capacity to both students and faculty regarding the grading process.
- Consults with professors about issues such as the Law Center's recommended course curves, determining the best paper or exam written for a class, providing exam feedback, the grade change policy, handling a student who is failing to meet minimum course requirements, and weighing the factors which make up a student's final grade
- Advises students on matters such as the anonymous grading process, the status of professors' grades, the Law Center's grade change policy, and pursuing a professor to review exams.
- Oversees the appeal of any failing grades, which includes identifying potential faculty who teach in the area in which the failing grade was awarded; provides the reviewing faculty member with a copy of the applicable exam questions, feedback memo, best exam, best paper, and a copy of the student's exam/paper with the student's identification redacted; and refers any subsequent appeals to the Associate Dean for J.D. or Graduate Programs.
- Bachelor's degree - preference for a Master's degree or Juris Doctorate degree
- 3 years of progressively responsible management experience, preferably in a higher education setting. Academic and/or personal advising experience
- Proven track record in project management - preference for technical knowledge and experience in systems used by higher education institutions
- Professional, calm demeanor and ability to negotiate positive outcomes in the midst of highly stressful situations
- Proficiency in database management, including reporting/analysis - preference for a working knowledge and prior use of Banner, Cognos, SQL, Microsoft Access and other Microsoft Suite of products, database creation and management, and production of ad hoc programs
- Demonstrated exemplary organizational, multitasking, and problem-solving skills, and a strong commitment to outstanding customer service
- Exceptional verbal and written communication skills
- Ability to work independently, yet collegially, with fellow staff members, students, faculty, and other administrators
- Self-motivated with the capacity for handling multiple tasks simultaneously
- Commitment to maintaining the confidentiality of sensitive information
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